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Public Works Agency <br />www.santa-ana.org/pw <br />Item # 23 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br />Staff Report <br />September 7, 2021 <br />TOPIC: On -call Space Planning and Architect Consultant Services <br />AGENDA TITLE <br />Approve Amendments to Agreements for On -call Space Planning and Architectural <br />Services with IDS Group, West Group Designs, Gensler, Corgan, SVA Architects Inc., <br />Black O'Dowd and Associates Inc., Gruen Associtates, Gillis & Panichapan Architects <br />Inc., CAP Architecture, and Ware Malcomb to Increase the Shared Agreement Amount <br />by $1,000,000, for a Total Amount not to Exceed $1,300,000 Annually <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute agreement amendments for on -call space <br />planning and architectural services with IDS Group, West Group Designs Inc., Gensler, <br />Corgan Inc., SVA Architects Inc., Black O'Dowd and Associates Inc., Gruen Associtates, <br />Gillis & Panichapan Architects Inc., CAP Architecture Inc., and Ware Malcomb, to <br />increase the shared agreement amount by $1,000,000, for a total agreement amount not <br />to exceed $1,300,000 annually, subject to non -substantive changes as approved by the <br />City Manager and City Attorney. <br />DISCUSSION <br />The Public Works Agency's Building Maintenance Division oversees all City facility <br />improvements, including the reconfiguration of office spaces, modifications to existing <br />floor plans and the addition of workstations. As such, on -call space planning and <br />architectural services are needed to complete this type of work. Additionally, construction <br />management, mechanical and electrical engineering, move -management, and <br />Americans with Disabilities Act survey services are sometimes needed, and are also <br />included in the scope of work for these on -call consultant agreements. <br />On March 30, 2020, the Public Works Agency issued Request for Proposal (RFP) 20-040 <br />for consultants to provide on -call space planning and architectural services. The RFP was <br />advertised on the City's online bid management and publication system, with bids due on <br />April 20, 2020. Fifty-eight vendors downloaded the project documents. Twenty-five <br />proposals were received and evaluated by a selection committee based on criteria as <br />outlined in the RFP. In accordance with the RFP, staff recommended approving <br />agreements with the top ten firms to establish a list of on -call space planning and <br />architectural services. Each proposal demonstrated a high technical competency and <br />